1. art and entertainment
2. shows and events
3. exhibition

AAOMS 97th Annual Meeting, Scientific Sessions and Exhibition
in conjunction with the Canadian Association of Oral and Maxillofacial Surgeons
Prospectus
Washington Convention Center
September 28-October 1:
Business Sessions
September 29-30:
Preconference Courses
September 30-October 3:
Scientific Sessions
October 1-3:
Exhibition
Photo courtesy of Hawaii Tourism Japan (HTJ).
An Invitation
The AAOMS 97th Annual Meeting, Scientific Sessions and Exhibition will
be held in Washington, DC, September 28-October 3, 2015. All scientific
symposia, abstract and poster sessions, clinics and the exhibition will take
place at the Washington Convention Center.
Your participation in the AAOMS exhibition is essential to our
meeting’s success, as your products and services enable oral and
maxillofacial surgeons to deliver optimal patient care. Looking
into someone’s eyes and firmly exchanging handshakes cannot be
replicated online. Your participation acquaints oral and maxillofacial
surgeons, their support staff and other dental professionals from
around the world with the latest in technology and professional
services. To better serve your conference goals, AAOMS encourages
exhibit hall visits with in-hall food service concessions, scheduled
beverage and lunch breaks, and
other traffic-building activities.
CONTENTS
Why Exhibit?...............................2
General Information...................3
Corporate Support and
Marketing Opportunities...........5
Booth Construction
and Layout..................................8
Exhibition Regulations............ 13
Upcoming Educational and
Exhibition Opportunities..........17
This prospectus contains important
information that makes it easy for you
and your company to prepare for the
AAOMS 97th Annual Meeting.
All companies applying for exhibit
space must complete and submit an
Application/Contract for Exhibit Space,
accompanied by $1,000 deposit or full
payment. Applicants will be assigned
booth space on a first-come, first-served
basis.
The Rules and Regulations listed on
pages 13-16 are a component of all
space contracts. AAOMS reserves
the right to enforce these rules and
regulations and make final decisions on
all matters covered or not covered in this prospectus. Permission to exhibit
is predicated upon the agreement of the exhibitor to meet these guidelines.
Please review the entire prospectus and keep it in your files for reference
as you prepare to participate in the AAOMS 97th Annual Meeting, Scientific
Sessions and Exhibition.
Companies that have not previously exhibited with AAOMS are required
to submit in writing such supplemental material as a brief history of the
company, product literature, research papers, references, and/or proof of
previous exhibition of the products and services to be displayed, as may be
appropriate. AAOMS reserves the right to refuse prospective exhibitors.
Excellent program... THE BEST
managed of any of the fifteen
annual exhibits that I attend.
1
The American Association of Oral and Maxillofacial Surgeons (AAOMS) is a notfor-profit educational and scientific organization with more than 10,000 oral and
maxillofacial surgeons, residents and professional allied staff as members. Oral
and maxillofacial surgeons (OMSs) specialize in the surgical and related treatment
of diseases, injuries and deformities involving both functional and esthetic aspects
of the mouth, teeth, gums and jaws. Many OMSs pursue additional education and
training beyond the minimum requirements of four years of dental school and an
additional four years of hospital-based residency training.
Why Exhibit?
AAOMS’s objective is to present a technical and scientific
exhibition providing educational and informative material
and product displays to annual meeting attendees.
Exhibiting at the AAOMS Annual Meeting offers you a
concentrated, cost-effective opportunity to reach your
target market. More importantly, YOUR COMPETITION
EXHIBITS! To see which companies have already contracted for exhibit space for the
2015 Annual Meeting, visit the virtual exhibit hall at AAOMS.org/AMvxh. Are you
listed? If not, come join us! Don’t miss this face-to-face opportunity to meet new and
existing customers conveniently in one place. Many of AAOMS’s professional allied
staff members have key influence on the purchase of goods and services for the
doctor’s office. Plan to target this group as well!
Who belongs to AAOMS Membership?
(as of October 2014):
Fellows/Members.......................4,680
Provisional Fellows/Members....... 110
Affiliate Members – Foreign.......... 245
Life Fellows/Members................... 925
Candidates for Membership......... 300
Resident Members..................... 1,100
Retired Fellows/Members..........1,400
Honorary Fellows..............................22
Inactive Fellows/Members.................6
Professional Allied Staff
Members.....................................1,250
Total Membership.................. 10,038
As an AAOMS exhibitor, your company is positioned in the virtual exhibit hall on the
AAOMS Web site for one year — more exposure to a target-rich audience! To view the
2015 Annual Meeting virtual exhibit hall, visit AAOMS.org/AMvxh.
Past Annual Meeting Attendance
2014 Honolulu, HI.........3,698 Attendees
2013 Orlando, FL..........4,064 Attendees
2012 San Diego, CA......4,386 Attendees
2011 Philadelphia, PA....3,836 Attendees
2010 Chicago, IL...........4,258 Attendees
2009 Toronto,
Ontario, Canada............ 3,823 Attendees
2008 Seattle, WA.......... 4,071 Attendees
2
General Information
MEETING AND EXHIBITION VENUES
Washington Convention Center
801 Mt. Vernon Place NW
Washington, DC 20001
Marriott Marquis Washington, DC
901 Massachusetts Avenue
Washington, DC 20001
EXHIBITOR CHECK-IN
Exhibitor check-in hours on-site:
Tuesday, September 29
9:00 am – 5:00 pm
Wednesday, September 30
9:00 am – 6:00 pm
Thursday, October 1
9:00 am – 5:00 pm
Friday, October 2
9:00 am – 5:00 pm
Saturday, October 3
9:00 am – 1:00 pm
EXHIBITOR MOVE-IN
Carriers must check in by 10:00 am and
exhibit materials must be cleared from the
hall by 12:00 noon.
Tuesday, September 29, 2015
9:00 am – 5:00 pm
Wednesday, September 30, 2015
9:00 am – 6:00 pm
Booths must be set and empty containers
tagged by 4:00 pm Wednesday.
ANNUAL MEETING HOTELS
EXHIBITION DATES AND HOURS
Thursday, October 1, 2015
9:00 am – 5:00 pm
All exhibiting companies at the
97th Annual Meeting are expected to
use hotels with AAOMS room blocks to
secure reservations for employees.
Friday, October 2, 2015
9:00 am – 5:00 pm
OFFICIAL SERVICE CONTRACTOR
Saturday, October 3, 2015
9:00 am – 1:00 pm
Exhibit booth personnel wearing exhibitor
badges are allowed to enter the exhibit hall
90 minutes before the exhibit hours and
may remain there 90 minutes after the hall
closes. Requests to enter the hall earlier
or stay later must be approved by AAOMS
exhibit management.
EXHIBITOR MOVE-OUT
Saturday, October 3, 2015
1:00 pm – 8:00 pm
Please allow 2-3 hours for the return of
empty crates and containers.
Sunday, October 4, 2015
8:00 am – 12:00 noon
Official housing information and
online reservations will be available at
AAOMS.org/WashingtonDC. To reserve
blocks of more than 10 rooms, you must
contact AAOMS.
Global Experience Specialist (GES)
National Servicenter
7050 Lindell Road
Las Vegas, NV 89118
Within the US:
phone: 800/475-2098
fax: 866/329-1437
Outside the US:
phone: 011-702/515-5970
fax: 702/263-1520
Web site: www.ges.com
EXHIBITOR SERVICE MANUAL
A comprehensive service manual, including all order forms for labor and services,
will be available online for all exhibiting
companies in July 2015.
FEES/FEATURES/PROCEDURES
Booth Cost and Application Deadlines
Any booth not paid for in full by March 27,
2015 can/will be reassigned.
Booth Costs (US Dollars):
• 10'x10' booth with Virtual Exhibit Hall:
$3,975
•Additional booths: $3,800 each
•Corners: Additional $200 per corner
Booth cost includes:
•Rental of booth space;
•Standard 8' high draped backwall and 3' high draped siderails;
•Aisle carpeting;
•Booth identification sign;
•Hall security;
•General cleaning of hall aisles and lounge area;
•Listing in the annual meeting final program to include company name/
address/phone/fax/Web site and product/service summary;
•Two complimentary badges for 10'x10';
booth;three or more for larger booths;
•Virtual Exhibit Hall listing on the AAOMS
Web site for one year;
•Use of AAOMS-sponsored exhibitor
lounge with beverage service; and
•Admittance to nonticketed scientific sessions.
3
General Information (continued)
Exhibitor Badge(s)/Fees
Exhibitor personnel must pre-register. Onsite registration confirmation is available at exhibitor check-in. Exhibitors will
be issued badges, which must be worn
at all times. There will be no exceptions.
Exhibiting companies contracting for
one (1) 10'x10' booth are allotted two (2)
complimentary booth personnel badges.
Companies contracting for two (2) or more
booths are allotted three (3) complimentary personnel badges per each 10'x10'
booth. Additional company personnel will
be charged a badge fee of $95 each.
An Exhibitor Badge request form will be
e-mailed to your company contact in
mid-August 2015.
•The Executive Committee of the AAOMS
Board of Trustees shall be the final
arbiter of all ties or disputes related to
the point system;
•Only corporate contributions are
counted. Gifts from individuals cannot
be counted; and
• In the event of a company merger/
acquisition, only the higher priority point
total of the two merging companies
will be recognized. Merging companies
may not combine their priority points to
achieve a higher ranking. In other words,
if Company A, with 200 priority points,
merges with Company B, which has 100
priority points, the newly merged company will have 200 priority points; the
greater of the two totals. This procedure
permits the new company to retain the
priority point ranking. The AAOMS exhibition manager must be notified in writing
in order for the acquiring company to
assume the higher point total.
Please refer to page 5 for examples of
support opportunities that offer double
points.
Points are now also awarded for advertising in certain AAOMS publications.
See page 5 for details.
Booth Assignment Procedure
Contracts received during the 2014 Annual
Meeting Space Draw were assigned space
for 2015 based on the AAOMS priority
point system. Priority points are accumulated as explained below. A company’s
priority point rank is kept confidential
between AAOMS and the exhibiting
company.
The point assignment procedure is as
follows:
•1 point will be awarded for each 10'x10'
space occupied at annual meeting;
•DOUBLE points will be awarded for every
$1,000 in corporate support given to the
AAOMS and the Resident Organization of
the AAOMS (ROAAOMS) based upon the
level of giving;
• 1 point will be awarded for every $1,000
in corporate contributions/support given
to the OMS Foundation and royalties
through ASI programs based upon the
level of giving;
• 1 priority point will be awarded for every
$1,000 paid for advertising in certain
AAOMS publications per policy (see
page 5).
•Points more than 7 years old will be
dropped from the calculation;
•Points will be tabulated beginning with
2008 and forward. Contributions and
activities prior to 1/1/2008 are not
taken into consideration;
4
IMPORTANT REGULATION:
CASH AND CARRY SALES
Cash and carry sales are permitted at the AAOMS
2015 Exhibition in Washington, DC. Exhibitors
wishing to conduct cash and carry sales must notify
AAOMS and provide a complete description of
each item to be sold, accompanied by a certificate
of insurance evidencing the exhibitor’s insurance
coverage for commercial general and product liability
claims. Receipts that include the cost of each item
purchased and all applicable taxes must be provided
to purchasers. Exhibitors selling products on the
exhibit floor are solely responsible for:
•Compliance with all applicable federal, state and
local laws regarding cash and carry sales; •Obtaining any necessary licenses to sell items
on the floor during the 2015 Exhibition in
Washington, DC;
•Storage, maintenance and handling of the items to
be sold;
•Collection and remittance of taxes on sales; and •Addressing and resolving customer questions and
complaints related to the items sold.
It is AAOMS’s understanding that Washington,
DC does not require AAOMS or annual meeting
exhibitors to register to conduct business during
the Annual Meeting, because the venue in which
they will be conducting business, the Washington
Convention Center, is registered with the District.
Washington, DC laws on sales and use tax can
be found at http://www.dcregs.dc.gov/Gateway/
ChapterHome.aspx?ChapterNumber=9-4
For information on applicable tax laws, please refer
to the DC Office of Tax and Revenue Web site at
dcregs.dc.gov. To contact the Tax Office, call
202/727-4829. By selling merchandise at the 2015 Exhibition,
exhibitors agree that AAOMS shall have no liability
for any damages or costs arising from or related
to the exhibitor’s sale of these items. Moreover,
the exhibitors agree to defend, indemnify and hold
harmless AAOMS and the Convention Center from
any and all actual or alleged claims, demands,
causes of action, liability, loss, damage and/or injury
to persons or property, including without limitation
wrongful death, or imposed by a court of law or by
administrative action of any governmental body
or agency, arising out of or incident to the sale of
the exhibitor’s merchandise and whether arising
in contract, tort, strict liability, misrepresentation,
violation of applicable law and/or any other cause. This indemnification, without limitation, applies
to and includes the payment of all penalties,
fines, judgments, awards, decrees, settlements,
attorney fees and related costs or expenses, and
reimbursement for legal expenses and costs
incurred by AAOMS and the Convention Center.
REMINDER OF REGULATIONS
Please review all regulations on pages 13-16.
Share them with your booth representatives to
ensure compliance.
Corporate Support
ACCME STANDARDS FOR
COMMERCIAL SUPPORT
In support of the ACCME Standards for
Commercial Support and in order to
maintain a clear separation of education
and promotion, speakers at AAOMS
educational sessions are prohibited from
exhibiting products or services related to
the content of their presentation(s). Names
of speakers for the AAOMS educational
program will be available for review on the
AAOMS Web site at AAOMS.org.
CORPORATE SUPPORT
OPPORTUNITIES
DOUBLE points for your support of AAOMS!
Corporate support opportunities are
designed to boost your promotional efforts
and maximize your exposure to oral and
maxillofacial surgery professionals.
These opportunities recognize your
company as a major supporter of
the annual meeting and the oral and
maxillofacial surgery specialty.
Examples of support opportunities
that earn double points include:
AAOMS Connect Networking Lounge
Annual Meeting General Fund
Badge Lanyards
Beverage Breaks
Flash Drives
Hotel Key Cards
Internet CEnter
Lunch for meeting registrants
Keynote Speaker
Meeting Mobile App
Mobile Device Charging Stations
Notepads
Oral Abstract Sessions
Pens
Poll Everywhere System
Poster Session
Practice Management and Professional
Allied Staff Programs
President’s Event
Program Office/Speaker Ready Room
Registration Passports
Resident Organization (ROAAOMS)
Symposia
TechBar
Unrestricted Educational Grant
Welcome Reception
Wi-Fi
Double priority points are awarded for
corporate support, based on level of giving.
For example:
•Support a $5,000 AAOMS program,
receive 10 points. Support at $25,000,
receive 50 points.
See booth assignment procedures on
page 4 for accumulating points. View the
Corporate Support Opportunities
brochure at AAOMS.org/CorporateSupport
to see the additional benefits you receive
as a corporate supporter.
ADDITIONAL OPPORTUNITIES
DOUBLE points for hosting a Corporate
Forum or Product Theater!
Showcase your company’s products and
services to a captive audience of meeting
attendees during a one-hour presentation.
Host a Corporate Forum for $6,000 and
receive 12 priority points, or present a
Product Theater for $13,500 and receive
27 priority points.
For more information, contact Valerie Wolf
at vwolf@aaoms.org.
ADVERTISING
Points awarded for advertising in AAOMS
publications!
Broaden your exposure to oral and
maxillofacial surgeons, their staff, and
other dental professionals.
Receive 1 priority point for every $1,000
paid for advertising in any of the following
AAOMS publications:
•Annual Meeting Advance Program
•Annual Meeting Final Program
•Dental Implant Conference
Advance Program
•Dental Implant Conference
Final Program
•AAOMS Membership Directory
•AAOMS Today newsletter (distributed 6 times/year)
Quarter, half and full-page advertisements are available. Space is limited and
reserved on a first-come, first-served basis.
For more information, contact:
Joan Coffey
Elsevier
Account Manager Integrated Solutions
Leader Specialty – Surgery
360 Park Avenue South
New York, NY 10010
Telephone: 551/580-4018
Fax: 212/633-3820
j.coffey@elsevier.com
LOGO USE
Exhibitors are
encouraged to use
the annual meeting
logo in advertising or
in direct mail to their
customers to promote
their participation in
the AAOMS annual meeting exhibition.
Contact the AAOMS exhibition manager for
usage guidelines and a copy of the annual
meeting logo. Logo use will be granted only
to contracted exhibitors. Use of the AAOMS
logo is prohibited.
5
Marketing Opportunities
HOTEL DOOR DROPS
No Priority Points awarded.
Exhibiting companies wishing to distribute
samples, literature or souvenirs to hotel
rooms must receive prior approval from
AAOMS. Requests to distribute such
material should be made in writing to the
AAOMS exhibition manager. A sample of
the item(s) must accompany the request
for approval form. Information about this
service will be included in the Exhibitor
Service Manual.
NEW EXHIBITOR SPOTLIGHT
No Priority Points awarded.
The New Exhibitor Spotlight is reserved
for companies that have not previously
exhibited with the AAOMS. This is an
excellent opportunity to display products in
a high-traffic area, along with an identification sign featuring the company name,
product name and description, and booth
number. Participation in the New Exhibitor
Spotlight will also be noted on the AAOMS
Web site and in the Final Program.
For information and eligibility requirements, please contact Valerie Wolf at
vwolf@aaoms.org.
EXHIBITOR SUITES
No Priority Points awarded.
A limited number of custom-built, hard-wall
10’x20’ suites are available around the
perimeter of the hall and may be used during show hours. Suites will be assigned in
order of receipt of completed applications
to AAOMS.
Show-floor suites are convenient for activities such as:
•Staff meetings
•Business meetings
•A more private area off the main showfloor for lunches, etc.
•VIP demos
The rental cost for the show-floor suite is
$3,800, and includes:
•Construction of the 10x20 suite by GES, general service contractor
•8’ high hard wall with standard panels
and locking door
•Carpet
•Sign with company name and logo
6
Additional items may be ordered through
the Exhibtor Service Manual by the exhibitor/organizer including, but not limited
to: furniture, floral, catering, electricity,
and Internet drops. Payment is due upon
invoice.
Suites are available Wednesday, September 30* through Saturday, October 3
(all four days) during regular show hours.
All persons accessing the suites must
be badged appropriately. Suites are not
available on a daily rental basis. Exhibitor
Regulations Apply.
*Exhibitor Staff only on Wednesday,
September 30.
MAILING LISTS
No Priority Points awarded.
Exhibiting companies may purchase a
mailing list of all meeting attendees who
register prior to July 31, 2015. This list
will be available for $350 by late summer 2015. Upon review and approval by
AAOMS, mailing addresses are provided
in Excel spreadsheet format. Exhibitors
agree that mailing lists are for a one-time
use only. Post-meeting mailing lists will be
available three weeks after the conference
for $475. Attendee lists are not distributed on-site. AAOMS does not release
attendees’ email addresses. To download
the AAOMS Mailing List Order Form, visit
AAOMS.org/Exhibits. An order form is also
included in the Exhibitor Service Manual.
FUNCTION SPACE REQUESTS
No Priority Points awarded.
Annual meeting exhibitors may request
function space for hosted dinners, receptions, staff meetings or focus groups only
during program-free hours of the meeting. Go online to AAOMS.org/Exhibits to
request function space. Space is assigned
on a first-come, first-served basis.
All function space will be at the Marriott
Marquis Washington DC, the headquarters
hotel. Program free hours are (hours
subject to change pending final conference
schedule):
Monday, September 28
5:30pm – 12:00 midnight
Tuesday, September 29
5:30 pm – 12:00 midnight
Wednesday, September 30
8:00 pm – 12:00 midnight
Thursday, October 1
5:00 pm – 12:00 midnight
Friday, October 2
9:00 pm – 12:00 midnight
Saturday, October 3
3:30 pm – 12:00 midnight
Sunday, October 4
Open
Marketing Opportunites (continued)
EDUCATIONAL SEMINARS
No Priority Points awarded.
Exhibiting companies may host an
educational seminar immediately prior to
or immediately following the official dates
of the annual meeting. Written requests
should be sent to the AAOMS exhibition
manager as soon as possible to ensure
space availability. Requests must include
program content, estimated attendance,
date and time requested.
Education and research are vital parts of
the association’s mission and key aspects
of its relationship with its fellows and
members. Maintaining the integrity of the
informational programs offered during
AAOMS meetings is a legitimate interest
of the association. Therefore, exhibitors
agree not to conduct or sponsor seminars,
lectures, clinics or other programs
in the same geographic area as the
AAOMS meeting concurrent with AAOMS
programs. Because meeting sites vary, the
association will determine the geographic
coverage areas on a case-by-case basis.
In accordance with AAOMS policy, if this
condition is violated, the firm in violation
may be denied exhibit space at AAOMS
meetings for a period of five years.
Educational seminars may be held on:
Sunday, September 27
Sunday, October 4
ACCME STANDARDS
AAOMS is accredited by the Accreditation
Council for Continuing Medical Education
(ACCME) to provide continuing medical
education and is recognized by the
American Dental Association Continuing
Education Recognition Program
(ADA CERP) as a provider of continuing
dental education. AAOMS complies with
the commercial support guidelines as
detailed in the ACCME Standards for
Commerical Support and the ADA CERP
Recognition Standards and Procedures.
For further information, contact the
AAOMS Department of Continuing
Education at 847/678-6200.
7
Booth Construction and Layout
(3.048M)
10'
LINEAR
BOOTHS
Linear
Booth
(3.048M)
10'
(1.524M)
5'
Dimensions
L"#$%&
B))*+,of+%-$
)#./ )#$and
,"0$ease
$12),$0
For
purposes
consistency
of *) %# %",.$
%#0
%&$
3$#$&%../
%&&%#3$0
"#
%
,$&"$,
%.)#3
% ,*&%"3+*
layout and/or reconfiguration, floor plan
."#$. T+$/
%&$ %.,) 6%..$0
7"#-."#$9
design
in increments
of 10'
(3.05m):))*+,.
has
become
the de facto standard in the United
Dimensions
F)& 2<&2),$,
)= 6)#,",*$#6/
%#0 $%,$by)=space
.%/)<* %#0>
States.
Therefore,
unless constricted
)&
&$6)#="3<&%*")#?
=.))&
2.%#
0$,"3#
"#
"#6&$@$#*,
or other limitations, linear booths are most
)= 10=* (3.05@)
+%, :$6)@$
*+$ 10'
0$ =%6*)
,*%#0%&0
commonly
10' (3.05m)
wide and
(3.05m)
"#
*+$
U#"*$0
S*%*$,.
T+$&$=)&$?
<#.$,,
6)#,*&"6*$0
deep. A maximum back wall height limitation
)& )*+$&
."@"*%*")#,?
L"#$%& B))*+,
of:/8',2%6$
(2.44m)
is generally
specified.
%&$ @),* 6)@@)#./ 10=* (3.05@) I"0$ %#0 10=*
USE
OF SPACE
(3.05@)
0$$2? ".$. 10=* :/ 10=* (3.05@ :/ 3.05@).
A
@%1"@<@
I%.. +$"3+*
."@"*%*")#
Regardless of :%6K
the number
of linear
booths)= 8=*
(2.44@)
",
3$#$&%../
,2$6"="$0.
utilized, e.g. 10' by 20' (3.05m by 6.10m), 10'
PLAN :IEW
(1.524M)
5'
by
30'of
(3.05m
Use
Spaceby 9.14m), 10' by 40' (3.05m
by
12.19m),
R$3%&0.$,, )=etc.
*+$display
#<@:$&materials
)= L"#$%& should
B))*+, <*"."P$0?
be
arranged
in such
a manner
so as10=*
not:/
to 30=*
$.3.
10=* :/ 20=*
(3.05@
:/ 6.10@)?
obstruct
sight
lines 10=*
of neighboring
exhibitors.
(3.05@ :/
9.14@)?
:/ 40=* (3.05@
:/ 12.19@)?
$*6.maximum
0",2.%/ @%*$&"%.,
:$ %&&%#3$0
"# ,<6+ %
The
height ,+)<.0
of 8' (2.44m)
is allowed
@%##$&
,) rear
%, #)*
*) ):,*&<6*
,"3+* space,
."#$, )=with
#$"3+:)&"#3
only
in the
half
of the booth
$1+":"*)&,.
T+$
@%1"@<@
+$"3+*
)=
8=*
(2.44@)
a 4' (1.22m) height restriction imposed on all ",
%..)I$0 )#./
"# *+$
&$%& +%.=space
)= *+$forward
:))*+ ,2%6$?
materials
in the
remaining
to I"*+ %
4=* aisle.
(1.22@)
+$"3+*
&$,*&"6*")#
%.. @%*$&"%.,
the
(See
Regulation
19"@2),$0
on page)#
14.)
"# *+$ &$@%"#"#3 ,2%6$ =)&I%&0 *) *+$ %",.$. (S$$ L"#$)=-S"3+*
$16$2*")#
)#more
2%3$ linear
8.) N)*$T
W+$#are
*+&$$ )&
Note:
When
three or
booths
@)&$
L"#$%&
B))*+,
%&$
<,$0
"#
6)@:"#%*")#
%, %
used in combination as a single exhibit space,
,"#3.$
$1+":"* ,2%6$?
4=* (1.22@)
+$"3+* ."@"*%*")#
",
the
4' (1.22m)
height*+$
limitation
is applied
only
%22."$0
)#./
*)
*+%*
2)&*")#
)=
$1+":"*
,2%6$
I+"6+
to that portion of exhibit space which is within
", I"*+"# 10=* (3.05@) )= %# %0V)"#"#3 :))*+.
10' (3.05m) of an adjoining booth.
4'
(1.219M)
(1.524M)
5'
LEFT SIDE :IEW
10'
5'
CORNER BOOTHS
Corner Booth
5'
4'
4'
8'
A corner booth is a linear booth exposed to
aisles on two sides. All other guidelines for
A C)&#$& B))*+ ", % L"#$%& B))*+ $12),$0 *) %",.$,
linear booths apply.
)# *I) ,"0$,.
A.. )*+$& 3<"0$."#$, =)& L"#$%& B))*+, %22./.
(1.219M)
4'
(2.438M)
8'
10'
FRONT :IEW
10' % 10' LINEAR BOOTH
8
Booth Construction and Layout (continued)
ISLAND BOOTHS
An island booth is any size booth exposed to aisles
on all four sides.
Island Booth
An Island Booth is any size booth exposed to
Dimensions
aisles
all four
sides. 20' x 20' or larger,
An islandonbooth
is typically
AISLE
AISLE
AISLE
(6.096M)
20'
(6.096M)
20'
although
it may be configured differently.
Dimensions
An Island Booth is typically 20' x 20’ or larger,
Usealthough
of Spaceit may be configured differently.
The entire cubic content of the space may be used
of maximum
Space
up Use
to the
allowable height, which is 18',
The entire cubic content of the space may be used
including signage. (See Regulation 19 on page 14.)
up to the maximum allowable height, which is
usually
sixteen
(16’),and
including
signage.
Send
island
boothfeet
design
height measurements
to vwolf@aaoms.org 60 days prior to meeting for
review and approval.
AISLE
(4.877M)
16'
PLAN VIEW
FRONT VIEW
ISLAND BOOTH
9
Booth Construction and Layout (continued)
PENINSULA BOOTHS
Peninsula Booth
AISLE
AISLE
A peninsula booth is exposed to aisles on three (3) sides
and composed of a minimum of four booths. There are
A Peninsula
Booth is exposed
on three
two
types of peninsula
booths: to
(a)aisles
one which
backs up
sidesbooths,
and composed
of a which
minimum
of to
four
to(3)
linear
and (b) one
backs
another penbooths.
There
areistwo
typesto
ofas
Peninsula
Booths:booth.”
insula
booth
and
referred
a “split island
(a) one which backs up to Linear Booths, and
(b) one which backs to another Peninsula Booth
Dimensions
is referred
to is
as usually
a “Split20'
Island
Booth.”
A and
peninsula
booth
x 20'
or larger. When a
(6.096M)
20'
5'
5'
10'
(1.524M) (3.048M) (1.524M)
peninsula
booth backs up to two linear booths, the backDimensions
wall
is
restricted
to four
feet (4')
within
A Peninsula Booth
is usually
20'high
x 20’
or five feet (5')
oflarger.
each aisle,
adequate
line of
Whenpermitting
a Peninsula
Booth backs
upsight
to for the
adjoining
linear
booths.
18
feet
(18')
is
a
typical
two Linear Booths, the backwall is restricted to maximum
allowance,
including
four height
feet (4’)
high within
five feetsignage
(5’) of for
eachthe center
aisle, permitting
adequate
line
of sight for
portion
of the backwall.
(See
Regulation
19the
on page 14.)
adjoining Linear Booths. Sixteen feet (16’) is a
Send
peninsula
booth
design
and height
measurements
typical
maximum
height
allowance,
including
tosignage
vwolf@aaoms.org
60portion
days prior
to backwall.
meeting for review
for the center
of the
and approval.
20'
(6.096M)
AISLE
PLAN VIEW
(6.096M)
20'
4'
(1.219M)
MAX. PERMISSIBLE
(1.524M)
5'
(1.524M)
5'
MAX. PERMISSIBLE
(3.048M)
10'
(1.219M)
4'
(1.524M)
5'
10'
4'
(1.219M)
5'
MAX. PERMISSIBLE
FRONT VIEW
20'
PENINSULA BOOTH
10
20'
Booth Construction and Layout (continued)
END-CAP BOOTHS
End-cap Booth
An end-cap booth is exposed to aisles on three sides
and composed of two booths.
An End-cap Booth is exposed to aisles on three
Dimensions
sides and composed of two booths.
End-cap booths are generally ten feet (10') deep by 20
Dimensions
feet (20') wide. The maximum backwall height of eight
End-cap Booths are generally ten feet (10’)
feet
(8')by
is allowed
only(20’)
in the
rearThe
halfmaximum
of the booth
deep
twenty feet
wide.
space
and
within
five
feet
(5')
of
the
two
side aisles
backwall height of eight feet (8’) is allowed
only
with
four
restriction
imposed
in athe
rearfoot
half(4')
of height
the booth
space and
within on
fiveall
materials
in
the
remaining
space
forward
to
the
aisle.
feet (5’) of the two side aisles with a four foot (4’)
height
restriction
allmeasurements
materials in the to
Send
end-cap
boothimposed
designson
and
remaining
space
forward
to
the
aisle.
vwolf@aaoms.org 60 days prior to the meeting for
review and approval.
(3.048M)
10'
4'
(1.219M)
(1.524M)
5'
LEFT SIDE VIEW
(3.048M)
10'
(1.524M)
5'
( 2.43 8M)
8'
10'
(3.048M)
5'
(1.524M)
(1.219M)
4'
(1.524M)
AISLE
FRONT VIEW
PLAN VIEW
10'
8'
(1.219M)
(2.438M)
5'
4'
5'
5'
(1.524M)
(3.0484M)
10'
AISLE
AISLE
(1.524M)
5'
20'
10'
END-CAP BOOTH
11
Booth Construction and Layout (continued)
10+ BOOTH LINEAR
$100 per 10 x 10 discount at 10 or more continuous booths
Perimeter booth selection allows a 12' height limitation
Non-perimeter linear booth selection = 8' height limitation
*See Exhibitor Application and Contract for details.
LINEAR BOOTHS
Dimensions
For purposes of consistency and ease of layout and/or reconfiguration, floor plan design in increments
of 10' (3.05m) has become the de facto standard in the United States. Therefore, unless constricted by
space or other limitations, linear booths are most commonly 10' (3.05m) wide and 10' (3.05m) deep, i.e.
10' by 10' (3.05m by 3.05m). A maximum back wall height limitation of 8' (2.44m) is generally specified.
USE OF SPACE
Regardless of the number of linear booths utilized, e.g. 10' by 20' (3.05m by 6.10m), 10'x100' (3.05m by
9.14m), 10'x40' (3.05m by 12.19m), etc. display materials should be arranged in such a manner so as
not to obstruct sight lines of neighboring exhibitors. The maximum height of 8' (2.44m) is allowed only
in the rear half of the booth space, with a 4' (1.22m) height restriction imposed on all materials in the
remaining space forward to the aisle. (See Regulation 19 on page 14.)
Note: When three or more linear booths are used in combination as a single exhibit space, the 4'
(1.22m) height limitation is applied only to that portion of exhibit space which is within 10'
(3.05m) of an adjoining booth.
CORNER BOOTHS
A corner booth is a linear booth exposed to aisles on two sides.
All other guidelines for linear booths apply.
Along the exhibit perimeter = 12' height restriction
8' backwall height restriction when not located
along the perimeter
12
Exhibition Regulations
AAOMS reserves the right to enforce these rules,
regulations and standards, as well as to make final
decisions on all matters covered or not covered in
this prospectus. Permission to exhibit is predicated
upon the agreement of the exhibitor to meet these
guidelines.
1. AAOMS
The acronym “AAOMS” means the American
Association of Oral and Maxillofacial Surgeons acting
through its respective officers, directors, members,
committees, agents, or employees acting for it in the
management of the exhibition.
2. Exhibition Dates and Hours
The exhibition hall will be open to attendees during
designated hours October 1-3, 2015. No exhibitor, nor
any employee, agent or servant of an exhibitor, shall be
permitted to enter the exhibition hall until 90 minutes
before the official opening hour, nor allowed to remain
later than 90 minutes after the official closing hour,
except on the last day of the exhibition.
3. Exhibition Standards
AAOMS welcomes exhibitors to the AAOMS 97th
Annual Meeting, as exhibits constitute an important
means of keeping members informed of new and
improved products and services for the provision
of oral and maxillofacial care and services. Exhibits
and promotional materials should be dignified and
truthful, and designed to provide useful and reliable
information. The exhibition of a product or service at
the AAOMS annual meeting does not constitute an
AAOMS endorsement of the product or service, or of
the claims made. Practitioners look to the evaluation
and acceptance programs of the American Dental
Association (ADA) and approval by the Food and Drug
Administration (FDA). Drugs or devices that require
pre-market approval from the FDA or that must comply
with established product standards will not be eligible
to exhibit unless FDA approval has been obtained
or the appropriate product standard is met. AAOMS
reserves the right not to sell space for the exhibition
of any product or service that is at issue, in litigation
with a government agency, or is the subject of an
unfavorable or cautionary report or other reason at its
sole discretion. An exhibitor who violates the above
standards may be ineligible to participate in any future
AAOMS exhibitions.
4. Permissible Exhibits/Product and Material
Distribution
All business activities of the exhibitor at the AAOMS
97th Annual Meeting must be within the exhibitor’s
allotted exhibit space. In connection with distribution
of product samples in the exhibitor’s booth(s), these
samples must be distributed at least two feet inside
the booth. The serving or consumption of alcohol
is prohibited. The use of propane, butane or other
combustible bottled gas is prohibited. Helium balloons
are not permitted. Participating firms will be limited to
those that have oral/maxillofacial directed products,
equipment, or services. At the request of AAOMS,
made at any time or times before or during the
exhibition, exhibitor must promptly furnish AAOMS
with sample products, packages, labels, advertising
and promotional literature that would be or is being
distributed before exhibitor will be eligible to participate
or continue in the exhibition. AAOMS reserves the
sole and absolute right to determine which firms
and products are appropriate in its judgment for
inclusion in the exhibition and to refuse, cancel or
restrict any applicant or exhibit that AAOMS considers
undesirable for any reason. This provision applies to
exhibitor’s conduct, articles, printed matter, samples,
questionnaires or any thing that AAOMS deems
objectionable. If AAOMS decides that any of these do
not meet its standards or are not suitable, the exhibitor
must at once comply with AAOMS demands or can
withdraw without refund.
5. Space Assignment
AAOMS uses a point system for assigning booth space,
as outlined under Booth Assignment Procedure. Booth
assignments for the 2015 exhibition began at the 2014
Annual Meeting Space Draw. Space will be assigned on
a first-come, first-served basis until September 4, 2015.
No booth space will be assigned without a completed
application (sides A and B), a signed contract and full
payment or deposit upon receipt of invoice.
6. Rates, Deposits and Refunds
Return the completed application, sides A and B, with
full payment or deposit.
Booth space is charged at $3,975 for a 10’ x 10’ booth
space, which includes the mandatory $175 fee for
your company’s inclusion in the AAOMS Virtual Exhibit
Hall. Each additional 10’ x 10’ space is charged at
$3,800. There is also a charge of $200 for each corner
assigned.
Payment in full must be received for an assigned
booth by March 27, 2015. Any booth not paid for by
March 27, 2015 can/will be reassigned or released.
No refund will be given for space cancelled after
March 27, 2015.
7. Space Reassignment
All or any part of the space herein designated is
subject to reassignment and rearrangement by
AAOMS for the purpose of consolidation of display
space or for any reason. AAOMS may also assign
or reassign space to an exhibitor as it deems to be
required by virtue of the need of exhibitor for water,
drain, gas, electricity, air, steam, or other services
and the availability, capacity and locations of these
services. The judgment of AAOMS with respect to such
reassignment or rearrangement of space shall be final
although the total square footage occupied by exhibitor
resulting therefrom shall not be reduced or increased
substantially without the consent of exhibitor. If space
is so reduced or increased, the amount of the rent
payable shall be appropriately adjusted.
8. Subletting of Space
No exhibitor shall assign, sublet or apportion the
whole or any portion of space allotted to any other
exhibitor or person except to a parent, subsidiary, or
affiliated corporation or business. Exhibitor remains
fully responsible and liable under its contract for all
activities of any person to occupy or use its space.
9. Liability
The exhibitor agrees that neither AAOMS, the
Washington Convention Center nor any of their officers,
directors, members, agents and employees, shall be
held liable for any damage, loss, harm or injury to the
person or property of the exhibitor or any of its officers,
directors, agents or employees, resulting from theft,
fire, water, accident or any other cause. The exhibitor
shall indemnify, defend and hold harmless AAOMS,
the Washington Convention Center, and their officers,
directors, members, agents and employees, from and
against any and all claims, demands, suits, liability,
damages, losses, costs, attorney’s fees and expenses
of whatever kind or nature, which might result from or
arise out of any action or failure to act on the part of
the exhibitor or any of its officers, directors, agents, or
employees.
10. Use of Certain Property
Exhibitor will assume all costs arising from the use
of patented, trademarked, franchised, or copyrighted
music, materials, devices, processes or dramatic
rights used on or incorporated in the exhibitor’s space.
Exhibitor shall indemnify, defend and hold harmless
AAOMS, the city of Washington, DC, and their officers,
directors, members, agents and employees from and
against all claims, demands, suits, liabilities, damages,
losses, costs, attorney’s fees and expenses of whatever
kind or nature, which might result from or arise out of
use of any such material(s) described above.
11. Insurance
All property of the exhibitor is to remain under its
custody and control in transit to or from or within
the confines of the exhibition hall. Exhibitors shall
carry their own insurance to cover exhibit material
against damage and loss, and public liability
insurance against injury to the person and property
of others. An original copy of the exhibitor’s
Certificate of Insurance must be submitted to
AAOMS no fewer than 30 days prior to the move-in
date. Exhibitor appointed contractors must submit
a Certificate of Insurance with AAOMS and GES
or be denied entrance to work on the exhibitor’s
behalf. AAOMS shall not be obligated to carry any
insurance for the benefit of exhibitors. See COI
requirements for Cash and Carry Sales.
12. Exhibition Cancellation
If the exhibition hall is destroyed by fire or the
elements, or by any cause, or if circumstances, in the
opinion of AAOMS, make the holding of the exhibition
impractical, AAOMS may in its sole discretion cancel
the exhibition, but shall return the unused prorata
portion of the rental fee. AAOMS is released from
any and all claims for damages, which may arise in
consequence thereof.
13. Order-Taking / Cash and Carry Sales
Exhibitors will be allowed to take orders on the exhibit
floor. If an exhibitor wishes to conduct cash and carry
sales, it must notify AAOMS and provide a complete
13
Exhibition Regulations (continued)
description of each item to be sold, accompanied by
a certificate of insurance evidencing the exhibitor’s
insurance coverage for commercial general and
product liability claims. Receipts that include the cost
of each item purchased and all applicable taxes must
be provided to purchasers. Exhibitors selling products
on the exhibit floor are solely responsible for:
•Compliance with all applicable federal, state and
local laws regarding cash and carry sales; •Obtaining all necessary licenses to sell items on the
floor during the 2015 Exhibition in Washington, DC;
•Storage, maintenance and handling of the items to
be sold;
•Collection and remittance of taxes on sales; and •Addressing and resolving customer questions and
complaints related to the items sold.
It is AAOMS’ understanding that Washington, DC
does not require AAOMS or annual meeting exhibitors
to register to conduct business during the Annual
Meeting, because the venue in which they will be
conducting business is the Washington Convention
Center, which is registered with the District.
Washington, DC laws on sales and use tax can
be found at http://www.dcregs.dc.gov/Gateway/
ChapterHome.aspx?ChapterNumber=9-4
For information on applicable tax laws, please refer to
the DC Office of Tax and Revenue Web site at
dcregs.dc.gov. To contact the Tax Office, call
202/727-4829. By selling merchandise at the 2015 Exhibition,
exhibitors agree that AAOMS shall have no liability for
any damages or costs arising from or related to the
exhibitor’s sale of these items. Moreover, the exhibitors
agree to defend, indemnify and hold harmless AAOMS
and the Convention Center from any and all actual or
alleged claims, demands, causes of action, liability,
loss, damage and/or injury to persons or property,
including without limitation wrongful death, or
imposed by a court of law or by administrative action
of any governmental body or agency, arising out of
or incident to the sale of the exhibitor’s merchandise
and whether arising in contract, tort, strict liability,
misrepresentation, violation of applicable law and/
or any other cause. This indemnification, without
limitation, applies to and includes the payment of
all penalties, fines, judgments, awards, decrees,
settlements, attorney fees and related costs or
expenses, and reimbursement for legal expenses and
costs incurred by AAOMS and the Convention Center.
14. Prohibitions
Distribution of promotional material outside of
assigned exhibit space is prohibited. No promotional
device may obstruct badges in any way. The serving or
consumption of alcohol is prohibited. Exhibitors who
violate this regulation may be ineligible to participate in
future AAOMS exhibitions.
15. Violations
In the event of a violation, AAOMS has the right
without written notice to terminate its contract with the
exhibitor and to evict the exhibitor at the exhibitor’s
own risk and expense.
14
16. Services
Each exhibitor, as part of the contract with AAOMS,
will be provided the following services free of
additional charge: erection of necessary flame-proof
draped backwalls and siderails of uniform style, an
identification sign, aisle carpeting, program listing,
general hall cleaning and hall security guard services.
In addition to all other payments provided in this
contract, exhibitor agrees to pay for the following
services at rates approved by AAOMS: handling of
incoming or outgoing freight; labor and material to
assist in setup, dismantling and maintenance of
exhibit; electrical, including outlets; cleaning; Internet;
telephone and furniture/accessories.
Independent contractors must conform to IAEE guidelines. All independent contractors must submit a certificate of insurance to the AAOMS exhibition manager
thirty (30) days prior to the exhibition. All exhibit labor
must comply with established labor jurisdictions.
17. Installation of Exhibits
Installation of exhibits is to take place from 9:00 am
to 5:00 pm on Tuesday, September 29 and from 9:00
am to 6:00 pm on Wednesday, September 30. If set-up
of any exhibit has not started by 4:00 pm, Wednesday,
September 30, AAOMS shall have the right to order
the exhibit to be erected and the exhibitor billed for all
charges.
18. Removal of Exhibits
Exhibitors will complete arrangements for prompt pickup of all outbound shipments and remove the exhibit at
the time specified by AAOMS for removal of exhibits. All freight not called for within AAOMS’ designated
move-out time may be shipped by a carrier selected by
the official service contractor and billed to the exhibitor.
the aisle. Exhibits shall not obstruct the light, view
or space of others. Exhibitor shall be responsible for
damage to property. No portion of the booth, or its
related parts, contents or signage may be suspended
from the ceiling of the exhibit hall without prior
review and approval. Review and approval of booth
structures is required for Island, Peninsula and
End-cap booths no less than 30 days prior to the
exhibition. Send booth plan with dimensions (height
and width) to Valerie Wolf at vwolf@aaoms.org.
Refer to Booth Construction and Layout on pages 8-12
for full details and pictures of booth structures.
20. Care of Exhibit Space
The exhibitor must, at its expense, maintain and
keep in good order the exhibit space contracted. The
exhibitor shall maintain and conduct the exhibit in
a neat, clean, orderly and safe manner, and shall
not do or allow anything to be done in, on or about
the exhibitor’s space that might adversely reflect on
AAOMS. Exposed or unfinished sides and/or backs
of exhibits and displays must be draped or finished
as to present an attractive appearance when viewed
from aisles or adjoining exhibits. All exhibits will
be inspected during set-up and, at the direction of
Exhibit Management, the decorator will install draping
at the exhibitors expense to any part of the exhibit
deemed objectionable by other exhibitors or Exhibition
Management. The exhibitor shall keep an attendant
in its display during the hours the exhibition is open
and the exhibitor must surrender the space occupied
by it to AAOMS in the same condition as it was at the
commencement of occupation, ordinary wear excepted.
All exhibits must remain intact until the official
closing of the exhibition at 1:00 pm on Saturday,
October 3. Exhibitors expressly agree not to begin
packing or dismantling until such time. An exhibitor
who violates this regulation may be ineligible to
participate in any future AAOMS exhibitions.
No signs or other articles may be affixed, nailed, or
otherwise attached to walls, doors, drapery, etc., so as
to deface or destroy them; likewise, no attachments
may be made to floors by nails, screws, or other devices
that may damage or mar them. If the space occupied
by the exhibitor shall be damaged by the exhibitor or
the exhibitor’s agents, employees, patrons or guests,
the exhibitor on demand shall pay such sum as shall be
necessary to restore that space to the same condition
it was in when first occupied by the exhibitor.
19. Booth Construction and Arrangement
21. Flammable Materials
All exhibits must be confined to the spatial limits of
their respective booths as indicated on the floor plan.
(Note regulation #4 regarding sampling.) Back wall of
booth is 8’ high; side dividers are 3’ high. Materials
above 4’ in height and placed within 10 linear feet of
an adjoining exhibit may not be placed within 5’ from
the numbered aisle. Materials placed more than 5’
from the back wall must be no higher than 4’ from the
floor.
Flammable or other dangerous fluids, substances,
materials, equipment or other items, the use of which
is in violation of local regulations, shall not be used
in any booth. Exhibitor must use flame-resistant
decorative materials.
No special signs, booth construction apparatus,
equipment, lighting fixtures, etc. will be permitted
to extend above 8’ with the exception of island or
peninsula spaces where height limitation is 18’,
and perimeter spaces where height limitation is
12’. However, cubic content of these booths must
be approved in advance by AAOMS as ceiling
heights throughout the exhibition hall may vary.
Exhibits shall be so installed that they will in no case
project beyond the space allotted and floor covering
must be confined to booth space and not project into
22. Inspections and Compliance With Laws
All materials, installations and operations of the
exhibitor must comply with the requirements of all
inspection and other governmental authorities having
jurisdiction and with all applicable laws, ordinances
and regulations.
23. Canvassing and Other Activities
No person, firm or organization not having contracted
with AAOMS for the occupancy of space in the exhibition will be permitted to display or demonstrate its
products, processes or services, or distribute promotional materials in or on the premises of the exhibition
hall or official meeting location or in the Washington
Exhibition Regulations (continued)
Convention Center. Any infringement of this rule will
result in the removal of the offending person.
Circulars or other promotional material may be
distributed only from the exhibitor’s assigned space.
AAOMS reserves the right to discontinue distribution of
materials.
PRIZE AWARDS, DRAWINGS, RAFFLES, LOTTERIES
AND CONTESTS ARE ALLOWED AND MUST BE
APPROVED IN ADVANCE BY AAOMS.
To download the Annual Meeting Giveaway and Drawing
Approval Form, visit AAOMS.org/exhibits. An approval
form is also included in the Exhibitor Service Manual.
AAOMS reserves the right to reject, cancel, remove or
restrict exhibitors who, because of noise or any other
reason, shall interfere with the best interests of the
exhibition as a whole.
24. Booth Presentations
As a matter of safety and courtesy, all presentations,
demonstrations and marketing/promotional activities,
including meetings with customers and staff, must be
confined to the exhibit space so as not to interfere with
traffic flow in the aisles or encroach on neighboring
exhibits. Adequate space/seating for presentations
and demonstrations must be provided within the
exhibitor’s booth. AAOMS reserves the right to have
the exhibitor discontinue any activity or dismantle
any display/demonstration feature that interferes
with normal traffic flow. To conduct a demonstration
lecture within an exhibit, the exhibit space must be a
minimum of 600 square feet and must be in a 20' x
30' configuration. Exhibitors are required to allocate
adequate exhibit space near these gathering zones to
conveniently accommodate company personnel and
visitors.
Companies anticipating large crowds to gather are
responsible for keeping the aisles around their spaces
clear at all times. Linear exhibits do not qualify for
demonstration lectures. The exhibitor must submit
presentation plans for approval by AAOMS. A proposed
exhibit layout with seating diagram and sound system
design must be included. The sound system must
be designed with the speakers facing into the booth.
In addition, the speaker volume must be kept to a
respectable level as to not interfere with neighboring
exhibitors. Any exhibitor who violates these rules will
have its sound system deactivated for the duration of
the meeting. AAOMS encourages all exhibitors to use a
wireless sound system to hear the sales message.
25. Exhibitor Personnel
The exhibition is limited to individuals, business
firms, agencies, manufacturers and dealers who have
contracted and paid for space assignments. Each
exhibitor shall furnish AAOMS with the names of its
representatives. Exhibitors and their representatives
are required to wear identification badges throughout
the exhibition. The badges are not transferable, and
AAOMS reserves the right to withdraw the use of any
badge used to gain admission to the exhibition by any
person other than the one for whom it was issued.
Identification must be worn at all times by any person
in the exhibition hall during set-up, exhibit hours and
dismantling. All temporary labor must be registered
as such. Employees of independent contractors must
wear security identification at all times. Identification
may be obtained at the Exhibitor Check-in counter or
at the GES Exposition service desk. The exhibitor shall
keep an attendant in its display during the hours the
exhibition is open.
26. Exhibition Attendees
The exhibition is open to any person registered for
the 97th Annual Meeting. An adult must accompany
minors. AAOMS reserves the right to refuse to admit
or to eject from the exhibition hall or from any space
therein, any person or persons engaged in objectionable or undesirable behavior, and on the exercise of
this authority the exhibitor, for itself, its officers, directors, employees and agents, hereby waives any right
and all claim for damages against AAOMS, its officers,
directors, members, agents and employees.
Representatives of non-exhibiting firms may not visit
the exhibition without written permission from AAOMS.
Written requests must be submitted to the exhibition
manager no later than thirty (30) days prior to the
exhibition. The AAOMS exhibition manager shall escort
these individuals through the exhibition. No passes
to the 97th Annual Meeting Exhibition will be granted
onsite. No other persons, including those persons
otherwise eligible to attend the exhibition and be
on the exhibition floor, will be permitted to attend
the exhibition for the purpose of demonstrating their
products or distributing advertising materials outside of
their paid booth space in the exhibition hall.
27. ACCME Standards
AAOMS is accredited by the Accreditation Council for
Continuing Medical Education (ACCME) to provide
continuing medical education. AAOMS must abide by
all guidelines as set forth by the ACCME.
28. ACCME Guidelines for Corporate
Support
In support of the ACCME Standards for Commercial
Support, and in order to maintain a clear separation
of education and promotion, speakers at AAOMS
educational sessions are prohibited from exhibiting
products or services related to the content of their
presentation(s). Speakers for the AAOMS educational
program will be available for review on the AAOMS Web
site at AAOMS.org.
29. Social Functions
Any social function sponsored by an exhibiting company
must be approved by AAOMS. Exhibitors must submit
a written request for any function that they wish to
hold during the 97th Annual Meeting to the AAOMS
exhibition manager no later than thirty (30) days prior
to the meeting. Social functions are allowed only
during program-free hours (subject to change
pending final conference schedule):
Monday, September 28
5:30 pm - 12:00 midnight
Tuesday, September 29
5:30 pm – 12:00 midnight
Thursday, October 1
5:00 pm – 12:00 midnight
Friday, October 2
9:00 pm – 12:00 midnight
Saturday, October 3
3:30 pm – 12:00 midnight
Sunday, October 4
Open
Social functions in public space will not be permitted
at any other times. Invitations shall be issued only to
the 97th Annual Meeting registrants. It shall be made
clear that these are unofficial functions. Any exhibitor
who violates the above agreement may be ineligible to
participate in any future AAOMS exhibitions. (See page
13 for more information.)
30. Educational Seminars
Educational Seminars can only be held on Sunday,
September 27 and Sunday, October 4. (See page 7
for full details.) Education and research are vital parts
of the Association’s mission and key aspects of its
relationship with its fellows and members. Maintaining
the integrity of the informational programs offered
during AAOMS meetings is a legitimate interest of
the association. Therefore, exhibitors agree not to
conduct or sponsor seminars, lectures, clinics or other
programs in the same geographic area as the AAOMS
meeting concurrent with AAOMS programs. Because
meeting sites vary, the association will determine the
geographic coverage areas on a case-by-case basis.
In accordance with AAOMS policy, if this condition is
violated, the firm in violation may be denied exhibit
space at AAOMS meetings for a period of five years.
31. Governing Law and Jurisdiction
The exhibitor’s contract shall be construed, interpreted,
and governed according to the laws of the State of
Illinois and the parties agree that in any action or
proceeding arising under or related to this agreement,
they shall be subject to the exclusive jurisdiction of the
United States District Court for the Northern District of
Illinois, Eastern division, or of the courts of the State
of Illinois.
32. No Smoking Policy
Smoking in the exhibition hall, including lounge areas,
is prohibited at all times.
33. Exhibition Advertisements
Exhibition of a product or service at the 97th Annual
Meeting does not constitute AAOMS endorsement of
the product or service or its promotional materials. As
a condition of exhibiting at the 97th Annual Meeting,
the exhibitor agrees not to include in any promotional
materials the claim that it has exhibited at an AAOMS
annual meeting or conference. AAOMS believes that
such a claim may imply endorsement or may otherwise
be deceptive. When referring to this exhibition in any
printed context, such as advertising or direct mail
promotions, the exhibitor shall specify the event name
as The American Association of Oral and Maxillofacial
Surgeons 97th Annual Meeting Scientific Sessions and
Exhibition. Use of the words “convention” or “trade
show” as titles are inaccurate and inappropriate.
Exhibitors are responsible for notifying their advertising
and public relations staff.
15
Exhibition Regulations (continued)
34. Market Research and Surveys
Exhibition Management Team
Any exhibitor wishing to conduct market research or
surveys during the 97th Annual Meeting Exhibition
must adhere to the following:
All exhibition correspondence and requests for
information should be directed to:
•Surveys and questionnaires must be submitted for
approval to the AAOMS exhibition manager no later
than thirty (30) days prior to the exhibition.
•All surveys/questionnaires must be conducted within the confines of the exhibitor’s booth.
•At no time may exhibit personnel leave their booth to encourage participation or to survey/
question attendees.
•Market research companies must identify the names
of the clients for whom they are conducting research.
Survey documents and any publication or results may
not include the name of the American Association of
Oral and Maxillofacial Surgeons or make any reference
to the 97th Annual Meeting Exhibition which might
cause respondents or readers to believe that AAOMS is
endorsing, approving, or involved with the research. An
exhibitor who violates the above guidelines is subject
to penalties and may be ineligible to participate in any
future AAOMS exhibitions.
35. General
These Regulations are to be construed as a part of
the agreement between the exhibitor and AAOMS.
AAOMS reserves the right to interpret all matters and
questions not covered by these Regulations. These
Regulations may be amended at any time by AAOMS
and all amendments shall be equally binding on all
parties affected by them as the original Regulations.
In the event of any amendments or additions to these
Regulations, written notice will be given by AAOMS to
those exhibitors affected by them.
H
The American Association of Oral and
Maxillofacial Surgeons recognizes the
need to comply with the Americans with
Disabilities Act
16
American Association of Oral and
Maxillofacial Surgeons
9700 West Bryn Mawr Avenue
Rosemont, IL 60018-5701
Web site: AAOMS.org/Exhibits
Valerie A. Wolf, MS, CEM, Exhibition Manager
Phone: 847/233-4316
E-mail: vwolf@aaoms.org
Debbie Skrzypek, Senior Exhibition Staff Associate
Phone: 847/233-4331
E-mail: debbies@aaoms.org
Jenna Blandi, Meetings & Exhibits Coordinator
Phone: 847/233-4338
E-mail: jblandi@aaoms.org
Everyone – with both AAOMS and
GES – was very helpful to me with
any questions I had.
Upcoming Educational and
Exhibition Opportunities
2015
2016
2017
SEPTEMBER 28-OCTOBER 3
SEPTEMBER 18-23
OCTOBER 9-14
AAOMS 97TH ANNUAL MEETING, SCIENTIFIC SESSIONS AND EXHIBITION IN CONJUNCTION WITH THE CANADIAN ASSOCIATION OF ORAL AND MAXILLOFACIAL SURGEONS
AAOMS 98TH ANNUAL MEETING, SCIENTIFIC SESSIONS AND EXHIBITION
AAOMS 99TH ANNUAL MEETING, SCIENTIFIC SESSIONS AND EXHIBITION
MANDALAY BAY CONVENTION CENTER
MANDALAY BAY RESORT AND CASINO
LAS VEGAS, NV
MASCONE CENTER NORTH
MARRIOTT SAN FRANCISCO
SAN FRANCISCO, CA
DECEMBER 1-3
NOVEMBER 30-DECEMBER 2
AAOMS DENTAL IMPLANT CONFERENCE
AAOMS DENTAL IMPLANT CONFERENCE
SHERATON CHICAGO HOTEL & TOWERS
CHICAGO, IL
SHERATON CHICAGO HOTEL & TOWERS
CHICAGO, IL
WASHINGTON CONVENTION CENTER
WASHINGTON MARRIOTT MARQUIS
WASHINGTON, DC
DECEMBER 3-5
AAOMS DENTAL IMPLANT CONFERENCE
SHERATON CHICAGO HOTEL & TOWERS
CHICAGO, IL
AAOMS is always a fabulous meeting,
Can’t wait for next year!
AMERICAN ASSOCIATION OF ORAL
AND MAXILLOFACIAL SURGEONS
9700 W. BRYN MAWR AVE.
ROSEMONT, IL 60018-5701
847/678-6200 FAX: 847/678-6279
AAOMS.ORG